Parish Planning Council Notes

Posts Tagged "Boards"

Parish Planning Council Notes 2/16/16

April 06, 2016
By Steve Berman

Parish Planning Committee -- February 16, 2016

Attending: Dann Keiser, Jeff Baumgarn, Dave Probst, Ben Schoon, Pastor David French, Bill Crum, Christopher Rowan, Jake Rogers, Russ Shoemaker, Candace Shaffer, Jerry Ripke, Kelly Gross, Caren Bunch, Marcia Collins, Steve Berman
  1. Opening Prayer by Pastor French
  2. January minutes -- moved to accept by Chris Rowan, seconded by Candace Shaffer, approved
  3. Unsung Servants -- Brianne Hubner, Ashley Northington, and Becky Rowan - Stewardship
  4. New Business
    1. Auction Committee Account
      1. Auction committee does not have their own account
      2. Concerns with transparency, accountability, lack of line item accounting and timely reports have resulted in donor retention issues and the inability for Auction Committee to effectively answer donor questions and concerns.
      3. Motion to allow the Auction Committee to have their own account or sub account and report up to the Board of Christian Education by Ben Schoon. Seconded by Jeff Baumgarn, approved.
  5. DCE Report and Board of Youth -- David Probst
    1. DCE continues to teach confirmation for 7th grade students, keyboarding skills for 5th grade, and serves as a substitute teacher and substitute kitchen person as needed.
    2. National Youth Gathering
      1. Planning continues for gathering in July
      2. Fundraisers continue with an Easter breakfast fundraiser in March and the take stock in the youth fundraiser in April
      3. Monthly Gathering meetings take place for the adults leading the youth to the Gathering and the youth and adults participating in the Gathering
    3. Board of Youth Ministry has not met since November. Will attempt to meet before March PPC meeting.
  6. Board of Evangelism -- Jerry Ripke
    1. Bibles were ordered for arrival on Palm Sunday. Some are available at the Visitor Center.
    2. International Dinner subcommittee met January 31 at Ruth O'Connor's home.
      1. Reviewed 2015 program. Need to get the word out sooner and to more groups to have a greater amount of international students
      2. Jerry will visit area Pastors to solicit help
      3. Meet again later in the summer (mid-August) to discuss details of the meal.
    3. Need t replace outdated information in Visitor packets
    4. Continue to wear Nametags and encourage others to wear
  7. Board of Church Properties -- Russ Shoemaker
    1. Century of Faith
      1. 8th St. school steps project contract signed w/Tecton Const. Management, Inc. 
        1. Project cost $45,000
      2. Sanctuary exterior
        1. Board will contact "Gothshall Building Restoration" for project review and confirm Project Cost of $40,000
        2. Dann Keiser was asked to assist in review process and attend meeting to review contract. Will do walkthrough in the next month.
        3. Possible start date of project late summer/fall
    2. Status of surveillance cameral installation
      1. 12 cameras covering 3 parking lots and walkways install is complete
      2. Open issue -- All staff should have access to camera surveillance at work stations. Not yet accessible. Jake Rogers has contacted Contractor for resolution.
    3. Quotes for boiler repair from Advance Tech pending
      1. Re-plumb make -up water for soft water $490
      2. Repair leaking circulation pump $992
      3. Scheduled start date for repairs March 14th
    4. Fire Inspection
      1. New gym locker room sprinkler system
        1. Cost to make sprinkler operational $3,357
        2. Required annual water line test $170 and water dept. annual usage fee $512
        3. Discussed Ace Fire Protection Company's recommendation to request variance from State to remove locker room sprinklers and replace with new fire alarm system for whole gymnasium.
        4. New Audible system in the new gym and to work externally estimated at $10,000
        5. New expandable fire control panels and rewiring to include new gym, school and church estimated cost not to exceed $25,000. Discussed the possibility of a Dutch auction to raise funds.
      2. No Dedicated line to Central Station -- Cost to fix approximately $2,000. Mulhaupts quoting.
      3. Emergency lighting device not working hallway E/C -- D/C room -- repaired
      4. Maintenance room service panel had open spaces exposed -- repaired
    5. Property Work completed since last PPC Meeting
      1. Kitchen plumbing, 2" and 3" cast iron waste pipes rusted and leaking replaced with plastic plumbing completed. Cost $790
      2. Repaired door in Jen Probst's classroom and changed two lockset
      3. Repaired 2 heat registers n Visitor's Center
      4. Repaired both gas heaters n New Gym
    6. Custodial Staffing
      1. Labor rate to be increased starting in February
      2. Least senior staff to $7.75
      3. More senior staff based on performance
      4. Staff to be evaluated bi-annually for incremental raises to be determined by Custodial Supervisor with Church Properties Board approval.
  8. Pastor's report -- Pastor French
    1. Lent services continue -- "Places of the Passion"
    2. New Member class -- 6 people
    3. Pastor Ouelette, Lutheran Association of Missionaries and Pilots, Inc (L.A.M.P.) will be preaching Sunday February 28th
  9. Board of Human Resources -- Mark Bunton - Absent
  10. Financial Report -- Ben Schoon
    1. Reviewed financial summary
      1. 2015 financially healthier than 2014
      2. Discussion to simplify detailed financial report to describe income, expense, results and major factors in preparation for voters assembly.
      3. Dann Keiser to go over Profit and Lass statement in detail with Ben Schoon
      4. Anticipate financials meeting to be held on March 6th and call meeting on April 3rd
  11. Board of Christian Education -- Candace Shaffer
    1. Finalized tuition for the 2016-17 school year. Intent to return forms to be sent.
    2. Information on financial support and tuition rates to be sent
  12. Board of Stewardship -- Christopher Rowan
    1. Start up the nursery for the 10:30 a.m.. service
    2. Continue to sponsor church fellowship potlucks
      1. Good turn out on February 14th Potluck. People were assigned tables by numbers and questions were posed in a game like fashion to encourage conversation and relationship building.
      2. Potluck ideas
        1. Kids table with inexpensive items to engage with, coloring books, crayons, etc.
        2. Group activities
        3. Finding someone you don't know and sitting with them
        4. More introductions
        5. Free will offerings for organization and group financial support
        6. Next potluck on March 20th
    3. Dinners for eight
      1. Rotate form home to home every quarter
      2. Encourages and promotes people to engage with each other
      3. New couples are directed into this group to help them build a foundation in the church
    4. Continued work on the church side of the website
      1. Build out email sign up
      2. Have 10:30 a.m. service live streamed
      3. Have sermons recorded in video and audio
      4. Chris to discuss with Pastor French the "About Us" part of the church website.
      5. Discussion -- schedule meeting to confirm and/or assign webmaster responsibilities for church and school
      6. Update the news and announcements so that it posts to website and Facebook
      7. Need information for Nola and Mark on the church staff page
      8. Partner with Dave Probst on Youth ministry part of site. Chris will also update Dave regarding online donations.
      9. Update the education and boards portion of church site.
      10. Motion to run a Facebook campaign not to exceed $400 from now until June by Ben Schoon, seconded by Russ Shoemaker, approved.
  13. Principal's Report -- Jake Rogers
    1. Fire alarm system/Fire inspection/New gym
      1. Working with Russ Shoemaker & Daphine Prather to resolve inspection issues
    2. Infrastructure trial of ISTEP went well
    3. Will attend Redeemer Lutheran Church on Sunday, February 21st, to briefly talk about St. James Lutheran School and invite them to our Open House on February 25th.
    4. SJS Basketball Tournament
      1. Basketball Team had a 3rd place finish. They have been selected to participate in the state Lutheran School tournament in Fort Wayne
      2. Cheerleaders had a 1st place finish in SJS Cheerleading competition
    5. Students will represent St James at the local Non-Public School Spelling Bee at Faith on Thursday, February 18th and at the Purdue Science Fair on March 11-12
  14. Vice President Report and Parish Education Report -- Jeff Baumgarn
    1. Live streaming -- Divine worship
      1. Pastor French and Jake Rogers to consider the purchase of Apple TV or Google Chrome
    2. Audit responsibility given to Dann Keiser
    3. Parish Education Report
      1. Amanda Goodspeed and Jocelyn Knobloch are going to lead VBS
      2. VBS is going to be on July 11-15th from 8:30 -- 11:30. The theme this year is Barnyard Roundup
  15. President's Report -- Dann Keiser
    1. Dann will be talking with staff and board chairs about future goals and objectives
  16. Old Business
    1. 2016-2017 Budget
      1. Ben Schoon to give Boards an accounting of what they spent
      2. Anticipate a draft budget in April
    2. Audit Review
      1. Dann Keiser to look at options
  17. Motion to adjourn by Bill  Crum, approved
  18. Closing Prayer by Pastor French

Respectfully submitted by Steve Berman

Parish Planning Council Notes 1/19/16

February 20, 2016
By Cindy Music

Parish Planning Committee – January 19, 2016

Attending: Jeff Baumgarn, Dave Probst, Pastor French, Dann Keiser, Bill Crum, Cindy Music, Russ Shoemaker, Christopher Rowan, Candace Shaffer, Jake Rogers, Ben Schoon, Mark Bunton

A. Opening Prayer by Pastor French

B. December minutes - moved to accept by Pastor French, seconded by Bill Crum, approved.

C. Unsung Servant - Starlah Smith – volunteering with  the financial office

D. Pastors’ report - Pastor French

a. Lent begins with Ash Wednesday on February 10, services at 6pm

b. New membership class has started 

E. Board of Elders – Bill Crum

a. Associate Pastor Call update

i. There have been 4 interviews, all very good candidates    

ii. Possibility of a special voters assembly for calling the associate pastor in the last part of February

b. Boys’ basketball tournament service on Saturday, February 6, at 6:30.

i. AV equipment for services currently does not have a live feed for the cafeteria, needed for the service overflow participation

c. Documentation on how to use the camera and recording system is on the computer in the balcony. Assistance in this area would be appreciated, contact Bill Crum

F. Principal’s Report – Jake Rogers

a. Have had additional students start since the first of the year

b. Open houses are on January 28 and  February 25

c. Math Contest – Lafayette Area Christian schools

i. St. James School results: third grade took 5th, fourth grade took 2nd, fifth grade took 1st, sixth grade took 1st, seventh grade took 1st, eighth grade took 2nd.

G. Board of Christian Education – Candace Shaffer

a. Tuition subcommittee has been meeting and has made decisions

i. Tuition will go up, the majority of the increase has to do with technology maintenance.

ii. Attempting to streamline financial aspects of registration day

H. DCE Report and Board of Youth – Dave Probst

a. NYG is this summer, occurs every 3 years

b. Viewed “Higher Things” video via you tube

I. Board of Human Resources – Mark Bunton

a. - none

J. Board of Evangelism – Dann Keiser

a. Budget discussion – can remain the same for the next fiscal year

K. Board of Church Properties – Russ Shoemaker

a. Century of Faith

i. 8th st. school steps are fully funded. 

1. Have done a walk through with construction manager.

2. Starting date in May, 2016

ii. Sanctuary exterior

1. Currently about 30% funded 

2. Exploring the option of re-facing the bricks

b. Keyless entry

i. Completed

ii. Mulhaupts will replace an installed 2 reader communication controller with the intended 4 reader communication controller on January 27.

c. School painting - mostly done

d. Boiler work needed

i. Quotes received

ii. Preventative – soft water to replace hard water

iii. Circulation pump needing replaced

e. Fire inspection

i. New gym locker room sprinklers not operational, approximately $1250

ii. Dedicated line communication to central station – approximately $2000

f. Kitchen plumbing has cast iron pipes rusting – replaced and completed January 18.

g. New Business

i. Custodial staffing has been hard to retain at minimum wage - Motion to increase wage rate with merit increase from $7.25 to $7.75 and top out at $9.00 with merit increases over time using financial changes within the maintenance and repair budget.  Moved by Pastor, seconded by Jake Rogers. 

1. Discussion 

a. Amend to include the raising minimum wage with approval from the St. James Foundation.

b. Comparable pay for childcare workers who are now at less than $7.75

2. Motion amended to raise the minimum wage to $7.75 with a merit raise ceiling and to contact the St. James Foundation for approval. Seconded, Approved.

h. Future work

i. Sidewalks, curb, retention wall – estimate at $17,500

ii. Asking Tekton to liaison with the city of Lafayette about the sidewalks

L. Board of Stewardship – Christopher Rowan

a. Tentatively, February 14 is the date of the next potluck – watch for details in the bulletin

b. Email Newsletter

i. Frequency to be determined, no costs with email

ii. Video as header, a “tile”/highlighted area for each board with information to be posted, including a button to participate/volunteer, and a button that will go to the offering interface

iii. Discussion on button placement

iv. Social links, can be set up so that posts can go to boards’ area

v. An additional email account will be needed so that emails run from the church

vi. Financial costs through Facebook will allow targeting areas. From yellow pages line item?

vii. Request to board chairs to email information by Thursday after PPC meeting.

viii. Look and feel:  will be light blue with LCMS cross.

viii. Chris will have metrics for next meeting

M. Board of Parish Education – Jeff Baumgarn

a. VBS will be July 11-15th, 9:30-11:30am.

N. President’s Report - Jeff Baumgarn

a. Audit process – below in new business

b. Financial Report - none

0. Old Business

a. President position nominations have been decided for Voters' Assembly.

b. New members for Voters’ Assembly

c. Budget discussion - preliminary budget should be done by April

i. Ben Schoon has emailed questions to each Board Chair, when all responses are in, there should be a draft budget for the next PPC meeting

P. New Business

a. Board reports for the Voters' Assembly should include a yearly summary.

b. The secretary is resigning at the end of January. Secretary is an appointed position by the president.

c. Officially adding Treasurer to Financial Committee, with ability to sign off on checks. Motion to add Jake Rogers and Dave Probst to ability to sign off on checks, approved.

d. Vote on giving the Treasurer the ability to view the bank statements of the church account. This would only be needed if not given when the treasurer becomes a check signer.

e. Audit - Review: Done by the congregational president. Jeff has received guidelines for this.

f. Discussion of financial reporting – volunteer is filing, going through mail and emails. 

Q. Motion to adjourn by Russ Shoemaker, seconded by Candace Shaffer, approved.

R. Closing Prayer by Pastor French


Respectfully submitted by Cindy Music

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